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Forms & Resources

Use this presentation to learn about critical topics for Clubs & Organizations at Oregon Tech.  You can learn about specific topics (clicking or zooming on each sign) or use the white arrows at the bottom of the box to travel through the entire presentation.

Campus Club Resources

Click on one of the topics below to find more information about it & related forms.

For more information on any of these topics please refer to the RSO Handbook.


Start a New Club:


Current List of Clubs/ Organizations

Before you start your own club, see if the organization you're interested in already exists at Oregon Tech!
Currently registered Club List

Benefits of Club Recognition

The use of the Oregon Tech name and logo for marketing and promotion of the club and its functions (Associate Clubs must identify themselves as an “Oregon Tech Associate Club”). The ability to hold meetings and social functions on campus in accordance with Oregon Tech scheduling policies.Reasonable access to the facilities of the college, buildings, grounds, and equipment.The ability to sponsor revenue-producing functions in accordance with established Oregon Tech policies.For Campus Clubs, the ability to apply for an annual budget (up to $1,500 per year) from incidental fees.  Associate Clubs are not eligible for any Incidental Fee funding.Eligibility for awards and honors given to student organizations.

What type of club will we be?

A club is defined as a group of students, faculty, and staff who collaborate to address a need on campus. Club recognition is an annual process, and as such, organizations can only change classification (between Associate Club or Campus Club) at the beginning of each Fall quarter. There are different requirements for each classification of club/organization.

Campus Club                                                                           Associate Club
5 members                                                                                3 members
1 advisor                                                                                   1 advisor
Hearing: Attend 2 general ASOIT meetings                                   Hearing: Attend 1 general ASOIT meeting
Hearing: Attend 1 executive ASOIT meeting                                  Hearing: Attend 1 executive ASOIT meeting
50 hours of community service                                                     25 hours of community service
Must submit a budget request to ASOIT                                       Not required to submit a budget request (no money will be allocated)
Eligible for $1500 annually ($100 per term maximum in first year)   Not eligible for Incidental Fee funding                                             
Have a representative at least 1 ASOIT General Meeting                Welcome to attend, no voting privileges
per month    

Categories of Clubs
If you are unsure which category to select, seek advising from Campus Life.
Academic/ Professional
Cultural
Greek Life
Recreation/ Sports
Religious/ Spiritual
Service
Social

How to start a club

1. Complete an online Student Organization Registration Form
2. Submit a proposed constitution to asoit@oit.edu
3. Attend a 1-hour training for student organizations.  Contact Campus Life for the training schedule.
4. Submit the Student Organization Agreement Form (signatures required from club president and advisor) indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook).
5. Attend 2 ASOIT general meetings and 1 executive meeting where the recognition hearing will occur. 
Be prepared to answer the following questions:
           What is the purpose of the club?
           What does the club plan to do to better Oregon Tech and the community?
           Who can be a member of the club?
           How much funding will the club need and why?

How to Register your club

The president of each club must register the club at the beginning of each academic year. 
To do so, please complete the online registration form.  You will be able to select the type of organization you are, what campus your organization serves, and submit your officer list.

1. Complete an online Student Organization Registration Form
2. Submit a proposed constitution to asoit@oit.edu
3. Attend a 1-hour training for student organizations.  Contact Campus Life for the training schedule.
4. Submit the Student Organization Agreement Form (signatures required from club president and advisor) indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook).
5. Attend 2 ASOIT general meetings and 1 executive meeting where the recognition hearing will occur. 
Be prepared to answer the following questions:
           What is the purpose of the club?
           What does the club plan to do to better Oregon Tech and the community?
           Who can be a member of the club?
           How much funding will the club need and why?

Tips on Recruitment

Use resources provided by your recognized status
           Advertise through campus outlets (see RSO Handbook)
           Be listed on the Campus Clubs page
           Create a profile on the Campus App: Oohlala
           Define what club membership will mean to your members (what is required of them)
           Engage with students within your area of interest
           Find local opportunities for students to get involved
           Go to ASOIT General Meetings and present your club during the public speakers portion
           Host an interactive table at the biannual Super Club Sign Up events
​           Invite your friends, classmates, and fellow Owls to join!

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Recognition/ Club Registration:


In order for clubs to remain in good standing at Oregon Tech, they must re-register annually and meet the ongoing requirements of recognized clubs. For the full list of requirements, see the RSO Handbook.

Benefits of Club Recognition

The use of the Oregon Tech name and logo for marketing and promotion of the club and its functions (Associate Clubs must identify themselves as an “Oregon Tech Associate Club”). The ability to hold meetings and social functions on campus in accordance with Oregon Tech scheduling policies.Reasonable access to the facilities of the college, buildings, grounds, and equipment.The ability to sponsor revenue-producing functions in accordance with established Oregon Tech policies.For Campus Clubs, the ability to apply for an annual budget (up to $1,500 per year) from incidental fees.  Associate Clubs are not eligible for any Incidental Fee funding.Eligibility for awards and honors given to student organizations.

How to Register your club

The president of each club must register the club at the beginning of each academic year. 
To do so, please complete the online registration form.  You will be able to select the type of organization you are, what campus your organization serves, and submit your officer list.

1. Complete an online Student Organization Registration Form
2. Submit a proposed constitution to asoit@oit.edu
3. Attend a 1-hour training for student organizations.  Contact Campus Life for the training schedule.
4. Submit the Student Organization Agreement Form (signatures required from club president and advisor) indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook).
5. Attend 2 ASOIT general meetings and 1 executive meeting where the recognition hearing will occur. 
Be prepared to answer the following questions:
           What is the purpose of the club?
           What does the club plan to do to better Oregon Tech and the community?
           Who can be a member of the club?
           How much funding will the club need and why?

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Finances:


Budget requests for all campus clubs and student programs are submitted to the Financial Allocations Committee (FAC). At the conclusion of budget hearings, the FAC makes recommendations to the ASOIT President regarding Incidental Fee (IF) allocations to clubs and programs. The ASOIT President then calls a meeting of the Incidental Fee Committee (IFC). The IFC is authorized to make recommendations to the President of Oregon Tech on the proper allocation of Incidental Fee money in the areas of Athletics, the College Union, and Campus Life. The ASOIT President then makes IF recommendations to the President of Oregon Tech, who in turn takes the recommendations to the Chancellor of the Oregon University System.

Incidental Fee Funding Evaluation Criteria

The following criteria are used in evaluating a program or activity seeking IF funding:
1. What is the need of the program?
2. What is the number of students that the program will represent or affect?
3. What is the impact of the program on student life?
4. What are the mission and goals for improving student life?
5. What kind of commitment is required of a staff or faculty member to participate in the program?
6. What are the funds being used for? 7. Will the funds be used to provide monetary support for the program in that current year, or to purchase items that will be used over multiple years?

Incidental Fees Budget Guidelines

In order for a program to apply for IF funds, the following requirements must be met:
1. The program must be currently recognized by ASOIT and remain in good standing.
2. Requests for funding must utilize the required format set by the current ASOIT Finance Officer. The Finance Officer must approve any modification to this format.
3. The reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and any expenses the program expects to incur. Cost estimates must be specific and accurate.
4. All activities should benefit program members and potentially all Oregon Tech students.
Club Budget Process
Clubs applying for budgets are applying for Incidental Fee (IF) Funds. Maximum funding is $1,500 per club per academic year (after a club’s first year of recognition). IF funding will be evaluated on the club’s needs based on purpose, the number of students affected or represented and the level of commitment to the club and campus.
Club budget requests are submitted annually to the ASOIT Finance Officer.

Club Accounts (SAC Accounts)

SAC accounts are the club, organization, and program financial accounts, monitored by Business Affairs.  SAC accounts are the only approved "bank" accounts for club/program activity.  All club monies must be deposited into SAC accounts.  Any funding allocations will be distributed into SAC accounts according to the club budget request process.  Club allocations are distributed throughout the academic year so clubs will not receive their entire allocation until the end of spring term.  If your club needs to access funding that hasn't been distributed yet, seek advising from Campus Life.

Cash Deposits to SAC Accounts​

deposit form is available for clubs to use in preparation for depositing funds from a fundraiser or donation. It is highly recommended that clubs have this form at the START of an event/fundraiser so that it can be completed before going to the Cashier’s office. This will help make the deposit more efficient, and can help clubs to verify dollar amounts immediately following an event.

All cash deposits should be made within 24 hours of collection, and must be given in a sealed bag or locked bag. When you make deposits in a timely manner, you reduce the risk of losing or misplacing funds. In the event that the cashier’s office is closed, your advisor may be able to store your funds in a safe place. You may also store funds temporarily in the Campus Life safe, but only if the Cashier office is closed.

If you are hosting an event where you’ll need to make change, you can check out a cash box from the Cashier office. Please email the Cashier at cashier@oit.edu at least two days prior to the event. After the event or fund raising activity has concluded for the day, deposit your funds within 24 hours. If you have questions or need help please see the Director of Campus Life. 

Making purchases with the Club Purchasing Card (P-Card)

Use of Purchasing Cards (P-Cards): a club advisor may request the use of a P-card for purchasing. These cards are managed by Campus Life, and may be checked out and used by a club advisor only, on behalf of the club. Any advisor who wishes to be an approved P-card user must contact Denise Reid to get set up and approved for use.

Once purchases are made with a P-card, the advisor must return the card and receipts immediately to Campus Life, and complete a short form that explains the details and purpose of the purchases made. Campus Life will then process the reconciliation of the related charges.

Special Consideration Funding

Special consideration funding is available for clubs that are just starting out, clubs that didn't receive a budget for the current year, and clubs that have or expect to incur unanticipated costs. To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form and submit it to the ASOIT Finance Officer.  Requests must be made at least two weeks prior to the event or purchase in order to allow time for processing, and no money will be reimbursed after an event has occurred or purchase has been made.

Reimbursing Travel Costs

See the travel tab for information on reimbursing travel expenses for club members.

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Finances

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Event Planning:


Guidelines for Hosting Events

Event Approval Form must be completed for every event where budget money would be used, both on and off campus (this includes events, programs, and meetings). This form must be completed two weeks prior to the event.

Upon completion of the event, the group must turn the event approval form in to the Campus Life office, along with itemized receipts for purchases, an attendance sign-in sheet, a meeting/program agenda and any supporting information. Please answer the questions: who, what, when, where and why. Whenever an organization is putting on an event that requires a fee to participate, an Event Sign-Up Sheet is used by the cashier to keep track of those who have already paid.

Food may be served at two recruitment events and one end-of-year event per academic year. An exception to this rule is when an organization hosts a campus-wide event for which they have prepared a poster, flyer, advertisement, Tech News Daily announcement, EDGE ad or other evidence that shows that all Oregon Tech students were invited to participate.

Sodexo, our on-campus dining and catering service, has a contractual first right of refusal for catering any events and programs held on campus. This means that when planning to serve food at an event, your group must give first opportunity for catering to Sodexo. The catering manager may accept the job, or may pass and give your group permission to obtain food/catering from an outside source.

Groups wishing to obtain food and/or catering services from a business other than Sodexo must complete the Food Service Exception Form, found on the Campus Life website, and get all appropriate signatures, before making arrangements.

For catering with Sodexo, contact Tena Rolufson (catering manager) to determine the type of service and number of volunteers needed. During this meeting, table set-up, linen requirements, number of volunteers needed for set up, meal service, and clean up should be discussed. *Your group should go to this meeting prepared with a specific budget amount available for food and a number of expected guests/participants to be served.

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Travel:

Student Travel Forms are due at least 10 days before departure

Guidelines for Travel

Forms and processes for University-related travel are managed by the Department of Campus Safety. Visit the Travel Resources for more information.

Meals/ Food Allowances

The State of Oregon allows students and employees a per diem allowance for food when traveling. Current per diem amounts are $13 for breakfast, $13 for lunch, and $26 for dinner (per person). Clubs may choose to request lower per diem amounts for trips in order to reduce the total amount spent on food from their organization’s budget.

Conferences and competitions often provide some meals as part of their agenda. Hotels often provide breakfast as part of your stay as well. Club officers should take this into consideration when calculating meals that are not provided and vote on a per diem that fits their club budget.

To pay for meals during travel, advisors can request a cash advance. The advisor, or Campus Life staff, may utilize an ATM to obtain a cash advance to cover the total amount. Receipts for a cash advance should be submitted with the credit card statement (original) and travel paperwork (copy, with a note stating where the original is).

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Work for a Student Program:

Student Programs are organizations that have a larger scope and responsibility on campus.

Each student program has a student director and paid student staff; office space on campus; and a larger budget with which to work. They are responsible to create programs and resources that meet the needs of a specific campus constituency or area. The student directors all participate as a part of SPEC – the Student Programs Executive Council – where they meet monthly with the Director of Campus Life to collaborate and work together to address the needs of the Oregon Tech student body.

To provide the best service possible to students, employers, faculty and alumni, Career Services coordinates programming related to student employment and graduate success.  Go to the Career Services website to view available jobs online.

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General Job Application

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